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Local Authority > Administration & Management > Banking, Oracle and Financial Administration > Authorised Signatories

Authorised Signatories

Until further notice, in addition to the on line forms, a digital image of the manual form will be accepted.  The digital copy should be sent directly (not forwarded) from the approving manager’s (head teacher, deputy head, head of school) secure email (ending .sch.uk / .org.uk) to the usual email address detailed on the form. For existing forms, the requirement to renew after 3 years will also now be suspended. Any queries please contact Martin Quinn.

The authorised signatory register plays an important role in maintaining the Council's financial controls and governance.  The register records, amongst other information, the approved authorisation levels for purchasing payments and raising charges.

Authorised signatory status is delegated to specific posts.  If any details change to the post or the officer (for example: job title, post number, officer etc). the existing form becomes void and a new form must be completed if authorised signatory status is still required.

Reviews are undertaken to ensure validity, accuracy of information and that approval levels are realistic and reflect business need..  A new form is required every three years.  Delegated officers will be contacted in advance when their form is due to expire.

Schools with access to the QlikView reporting tool can use the system to view all authorised all signatories within their cost centre range. The system also highlights forms that have expired and require replacement. Access to QlikView can be arranged by calling Oracle Support, Telephone 01922 654320.

To assist in the completion of forms, the following maximum recommended limits are in place. These limits have been devised by analysing schools spend from previous years.

  Chair of Governors Head Teacher Deputy Head Teacher/School-based Childrens Centre Manager Other - Including school based non-teaching staff
Oracle sundry debts / AR Self Service (Limits are system set) - £100,000   £50,000 Up to £15,000
Oracle sundry debts credit notes - £100,000 £25,000 £10,000
Orders for work, goods and services; LMS transfers; Purchase Card applications, limits and spend approvals * - £500,000 £100,000 £10,000
Travel warrant authorisation only - £500 £100 -
Payment of creditor invoices - £500,000 £100,000 £5,000
Payment of salaries, wages £200,000 £200,000 £75,000 -
Travelling, subsistence and attendance allowances £500 £500 £100 £100

The use of 'Unlimited' when completing the limits on a form is not permitted.  A monetary value must always be completed in order to meet Audit requirements.

Chair of Governors should complete the separate form available via the link below. It is the Head Teacher's responsibility to ensure that a new form is completed for the Chair of Governors when required.  Please note that Head teacher and Chair of Governors authorisation limits must match due to the requirement to approve each others signatory forms.

Schools are requested to always use the blank forms from the links below and not save a blank copy locally for later use - this ensures that you are always using the latest version of the form and so avoiding any processing delays:

Authorised Signatory Form Schools (PDF 102KB)

Authorised Signatory Form - Chair of Governors (PDF (56KB)

There is an additional mandatory section on the form relating to the signatory being aware of the Council’s Code of Conduct and Financial and Contract Rules. It is an Audit requirement that this declaration is completed and links to the relevant documents are available here:

Financial rules (PDF 908KB)

Contract rules (PDF 796KB)

Employee code of conduct (PDF128KB)

 

If you have any queries or require further information, please contact:

Financial Administration and Support
3rd Floor Civic Centre, Darwall Street
Walsall
WS1 1DB

Telephone: 01922 654502

email projectsandperformanceteam@walsall.gov.uk